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Senior Project Assistant

Company Name
ODIHR (view profile)
Location Warsaw, Poland
Date Posted January 10, 2017
Category Assistant
Job Type Full Time
Duration 12 months
Closing date for applications 29/01/2017
Experience Required 5+ years



This is an extra-budgetary position. The expected duration of the project is from February 2017 until February 2018.

The Office for Democratic Institutions and Human Rights (ODIHR) is the principal institution of the OSCE responsible for the human dimension. ODIHR’s activities are implemented in 57 participating States in accordance with ODIHR’s political mandate. The Contact Point for Roma and Sinti Issues (CPRSI) manages several extra-budgetary projects, which require a team of designated project staff to plan and implement project activities.

The incumbent will be engaged in the planning and implementation of the following project:

The CPRSI’s Roma and Sinti Youth Initiative was launched in 2013, designed to provide opportunities for civic organizations to stimulate Roma and Sinti youth groups as agents for change in their communities through volunteerism at the grassroots level. Furthermore, the CPRSI organized the “Roma and Sinti Youth Conference: Activism, Participation, Security” in Belgrade in December 2014, followed-up by its conference report in 2015, as well as a training on participation and advocacy for young Roma and Sinti activists and their participation in the 2015 Human Dimension Implementation Meeting. In 2016, the CPRSI supported the implementation of projects empowering Roma and Sinti youth in Croatia, Georgia, Hungary and Serbia, and enabled the participation of Roma and Sinti youth activists in the 2016 Human Dimension Implementation Meeting. More information on the work of ODIHR on Roma and Sinti youth issues is available at: The continuation of the Roma and Sinti Youth Initiative in 2017 would provide a platform for further activities in this area.

The incumbent will support the CPRSI in achieving its objectives under the project “Roma and Sinti Youth Initiative - Empowering Roma and Sinti youth to promote social inclusion of their communities,” within the ODIHR programme “Assisting the participating States to effectively implement the Action Plan on Improving the Situation of Roma and Sinti within the OSCE Area.” The incumbent will: 1) support the Project Manager in the planning and execution of project activities; 2) support the Project Manager in developing and maintaining M&E as well as Communication Plans; 3) monitor administrative roll out of the project.

The incumbent will be located in the CPRSI. The incumbent will report directly to the Project Manager (Adviser on Roma and Sinti Issues / Deputy Chief of the CPRSI) and will be working with the existing staff of the CPRSI.

Tasks and Responsibilities

The incumbent will work under the overall supervision of the Project Manager based at ODIHR. In particular, the incumbent:

1. Supports Project Manager in the planning and execution of project activities, including:

-establishing a detailed timeframe and calendar for the implementation of activities;
-contributing to organization of meetings, workshops, conferences, national and transnational events and reporting as appropriate;
-supporting the Project Manager in visits or meetings with national or local authorities, civil society groups or other international organisations, including inviting participants, drafting agendas, and taking minutes;
-assisting in developing and strengthening networks of professional contacts on relevant matters;
-assisting in the preparation of any project correspondence, documents, reports and publications;
-assisting in the research on youth and women’s issues in Roma and Sinti communities;
-in close co-operation with the Project Manager, communicating to experts the tasks that are required and overseeing that their work products are delivered on time; -suggesting experts for participation in the project;
-identifying areas where the Project Manager’s direct involvement can bring added value to the content and progress of project activities;

2. Monitors administrative roll out of the project to ensure potential obstacles or delays are anticipated and corrective action is taken, including:

-preparing and monitoring partnership agreements with project partners, in compliance with the grant agreement and the OSCE’s Common Regulatory Management System (CRMS) and donor regulations;
-co-ordinating tasks with the Budget Assistant and Administrative Assistant and other relevant ODIHR staff;
-ensuring coherence of the financial reports for submission to the donor;

3. Supports Project Manager in developing and maintaining Monitoring & Evaluation as well as communication plans, including:

-preparing, distributing, collecting and analysing training and events evaluation forms; collecting relevant data in line with the project’s M&E plans;
-organizing regular meetings of project partners and relevant ODIHR staff for review of project progress;
-ensuring high quality information and visibility of the project activities to the project stakeholders;

4. Designs and establishes an appropriate project filing system and ensures maintenance of all project files;

5. Performs other related duties as assigned.

Necessary Qualifications

-Completed secondary education, supplemented by formal studies in administration or project management;
-At least six years of relevant working experience;
-Experience in implementing projects with human rights aspects, especially projects dealing with Roma and Sinti;
-Excellent knowledge of Roma- and Sinti-related issues, in particular Roma and Sinti youth and women’s issues; Experience in an international environment and with Roma and Sinti youth or women’s organizations would be an advantage;
-Good knowledge of OSCE, ODIHR and the Contact Point for Roma and Sinti Issues respectively (including OSCE commitments relating to Roma and Sinti and particularly Roma and Sinti youth and women) would be an asset;
-Experience in monitoring and evaluation of projects would be an advantage;
-Established ability to draft accurate and concise reports;
-The incumbent must be computer literate and have practical experience with Microsoft applications;
-Excellent spoken and written communication skills in English. Knowledge of Roma language is an advantage;
-Excellent organizational skills, ability to work with tight deadlines, and attention to detail;
-Strong communication skills;
-Demonstrated gender awareness and sensitivity, and an ability to integrate gender perspective into tasks and activities;
-Demonstrated ability and willingness to work as a member of a team, with people of different cultural and religious backgrounds, different gender and diverse political views, while maintaining impartiality and objectivity.


Monthly remuneration, subject to social security deductions, is approximately PLN 8,400. OSCE salaries are exempt from taxation in Poland.

Social security will include participation in the Cigna medical insurance scheme (current approximate deduction for a staff member is 45 Euro) and OSCE Provident Fund. The Organization contributes an additional amount equivalent to 15% of the employee's salary to this pension-style fund while the employee contributes 7.5%. Other allowances and benefits are similar to those offered under the United Nations Common System for general services employees.

Appointments are normally made at step 1 of the applicable OSCE salary scale.

How to apply:

If you wish to apply for this position, please use OSCE’s online application link found under Deadline for submitting applications is 29 January 2017.

The OSCE retains the discretion to re-advertise the vacancy, to cancel the recruitment, to offer an appointment at a lower grade or to offer an appointment with a modified job description or for a different duration.

Only the OSCE on-line applications will be accepted and short-listed applicants contacted.

The OSCE is committed to diversity and inclusion within its workforce, and encourages qualified female and male candidates from all national, religious, ethnic and social backgrounds to apply to become a part of the Organization.

Please note that vacancies in the OSCE are open for competition only amongst nationals of participating States, please see

No application fees or information with respect to bank account details are required by OSCE for our recruitment process.

Please note that in the event of invitation for interview, the OSCE is unable to reimburse costs incurred.
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